Privacy Policy

1. Who we are

Dealer Ledger is a digital stock book and profit & VAT tracking service for UK used car dealers.

For data protection purposes, the data controller is:

Dealer Ledger
We operate from the United Kingdom.
Email: support@dealerledger.co.uk

2. Data we collect

We collect and process the following types of data:

• Account information: Your name, email address, dealership name and contact details.
• Vehicle data: Registration numbers, purchase and sale details, costs, profit, buyer information.
• Documents: MOT certificates, V5 documents, invoices and buyer ID documents that you upload.
• Usage data: How you use the service (pages viewed, features used, basic device and browser information).
• Payment information: Processed securely by our payment provider (for example, Stripe). We do not store your full card details on our servers.

3. How we use your data (lawful basis)

We use your data to:

• Provide, maintain and improve the Dealer Ledger service (performance of a contract).
• Calculate margins and VAT estimates (performance of a contract).
• Generate reports and exports for you and your accountant (performance of a contract).
• Send important service emails, security alerts and support messages (legitimate interests / contract).
• Process payments and manage your subscription (performance of a contract).
• Send optional product updates or marketing emails if you choose to receive them (consent – you can opt out at any time).

4. Data security & third parties

Your data is stored securely using industry-standard encryption. We use trusted third-party providers to run the service, including:

• Supabase for database and authentication
• Stripe (or another payment provider) for subscription billing
• Email and error-tracking providers to send emails and monitor system reliability

These providers only process your data on our behalf and under strict data-processing agreements. We never sell your personal data, vehicle data or financial data to third parties.

5. International data transfers

Some of our service providers may store or process data outside the UK/EEA. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent legal mechanisms, to protect your data to UK GDPR standards.

6. How long we keep your data

• Account and dealership data: kept for as long as your account is active.
• Vehicle and transaction records: kept while your account is active and for up to 6 years afterwards, where needed for tax and record-keeping requirements.
• Backups and logs: kept for a limited period (typically up to 12–18 months) for security and disaster-recovery purposes.

You can ask us to delete your account at any time, but we may retain limited information where required by law or for legitimate business purposes (e.g. accounting records).

7. Information security

Access to your data is restricted to authorised staff only. We use role-based access controls and regularly review access. All data is encrypted in transit (HTTPS) and at rest, and we maintain regular backups to protect against data loss.

8. Your rights

Under UK data protection law, you have the right to:

• Access and export the data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your account and personal data (subject to legal retention requirements).
• Object to certain types of processing, or ask us to restrict processing.
• Withdraw consent for marketing communications at any time.

To exercise these rights, contact us at support@dealerledger.co.uk.

If you are not happy with how we handle your data, you can also complain to the UK Information Commissioner's Office (ICO): https://ico.org.uk

9. Cookies

We use essential cookies to keep you logged in and remember your settings. We do not use advertising cookies or sell cookie data to third parties.

10. Changes to this policy

We may update this policy from time to time. We will post the updated version on this page and update the "Last updated" date above. Significant changes may also be notified by email.

11. Contact

For privacy questions or data requests, email support@dealerledger.co.uk.